Purchase Orders

Manage purchase orders used to procure goods and services. Supports the creation, tracking, approval, and management of purchasing transactions throughout the procurement process.

Add Purchase Order

1. Navigate to Purchase Orders

   
2. Select Add Purchase Order

   
3. Fill in the required information

   

   Select Submit to complete or **Save as Draft **to save the record without submitting. 

View Purchase Order Details

1. Select a purchase order

   
2. Select a tab to view more information

   

Add References

1. Navigate to References

   
2. Select a reference type

   

   References: Link related system records to the purchase order for traceability and cross-reference.

   Attached Documents: Upload supporting files associated with the purchase order, such as quotations, contracts, specifications, or other documentation. 

3. Select Add

   
4. Fill in the required information

   

   Select Link to complete or Cancel to exit without saving changes. 

Mark an Order Status

1. Select a status

   

   • Vendor Acknowledged: Mark the purchase order as acknowledged by the vendor.
   • Mark as Completed: Mark the purchase order as completed once the procurement process has been fulfilled.
2. Confirm the status change

   Select Confirm to complete or Cancel to exit without saving changes.

   Once a status is changed, it cannot be reversed. 

Create an Invoice

1. Select an approved Purchase Order

   
2. Select Create Invoice

   

   Selecting Create Invoice opens the invoice creation screen in the Accounting module, where you can enter and manage the invoice details.

3. Fill in the required information

   

   Select Submit to complete, Save as Draft to exit and save changes, or Cancel to exit without saving changes. 

Review a Submitted Purchase Order

1. Select a submitted review

   
2. Select an approval decision

   

   • Approve: Confirm that the purchase order is approved and can proceed for fulfillment.
   • Reject: Decline the purchase order and prevent it from proceeding for fulfillment

Cancel Purchase Order

1. Select the ellipsis in the Action column

   
2. Confirm the action